A LINE MANAGER’S GUIDE ON HOW TO CONDUCT AN APPRAISAL

WHY SHOULD MANAGERS CONDUCT APPRAISALS?

There are many reasons managers should conduct appraisals. For starters, appraisals are a great opportunity for good line managers to provide feedback to employees on their performance over the review period. This exchange works both ways, as it’s also a chance for employees to openly discuss any challenge that their manager might not have been aware of. Appraisals are also great for developing a clear and structured way to help employees achieve their goals.

Unfortunately, some organisations give very little guidance to managers on how to carry out a performance review, which is unsurprising given the statistics by Deloitte Insights. However, this represents a missed opportunity for organisations – line managers who have not had appropriate HR training in preparing and conducting appraisals are unlikely to use this process to its optimum effect.

Clover HR is experienced in providing support to organisations through the appraisal process. This means you can receive support to tailor appraisals to gain insight and help employees and your business grow.

WHAT IS THE AIM OF AN APPRAISAL?

Before conducting an appraisal, it’s important to understand your goals and what you’re aiming to get out of it. If an employee is underperforming, your appraisal should be tailored to understand their struggles and work towards solutions to help them succeed. If an employee is doing an excellent job, you may want to acknowledge their hard work and discuss opportunities for career development. 

The aim of an appraisal should be to provide honest feedback, review job performance, set goals and identify opportunities for growth. By just taking the time to listen to your team it can do wonders for morale. 

CONDUCTING AN APPRAISAL 

So, there are a few steps you’re going to want to take to ensure your appraisal is helpful and beneficial to your team. 

Plan Ahead

Put time in your diary with your employees and ensure you stick to the time. Employees can get frustrated if the meeting continually gets moved or isn’t visible to them. It can give the impression that the manager does not regard it as a priority. In addition, don’t forget to book a meeting room so you can have a private conversation without being disturbed by day to day work interruptions.

Prepare a Meeting Structure

Think about how you will approach the meeting, remember everyone is different and therefore think about the style of the meeting. It’s generally good practice to get employees to talk first by asking them how they feel the review period has been.

Feedback should be both positive and constructive, and make sure to praise and highlight achievements. Always refer to actual events, behaviour and results. You may also want to consider using 360 feedback, which will take time to gather but can give a more balanced view and possibly greater buy-in as the process is not just driven by the views of one individual.

Have an Open, Two Way Discussion

The meeting should be a two way discussion, and the employee should have an opportunity to have their voice heard. Consider approaching the meeting as if you are a coach providing feedback. The meeting should look at an employee’s potential to develop and not just focus on performance. Opening the lines of communication allows you to understand specific struggles and come up with a structured plan to help your employees succeed. 

Review Performance Over The Time Period Set

If your review period is 12 months, then you should assess the employee’s performance across that period and not just focus on the past couple of weeks. Maintaining notes from informal discussions during the review period on performance and development will also support and help you with this at appraisal time.

Employee Praise

Appraisals are more than just an evaluation, they’re a chance to show recognition and appreciation for hard work. Letting an employee know they’ve done a good job can be great for morale and retention. If you’re satisfied with their work as of late, then let them know. 

Set Goals and Objectives

Setting goals and objectives gives your employees a clear path to success. Employees can often struggle when they’re not provided with clear objectives. This process helps them have a clear understanding of what is expected of them for the foreseeable future. 

Discuss Development and Training

Appraisals can often be about finding the best solutions to achieving goals. One way to do this is by discussing development and training options that can bolster skills. Taking the time to go over training programmes and personal development opportunities shows a commitment to the growth and success of your team. 

Follow Up On Actions 

Not following through on discussion points can reduce your credibility as a line manager and can lead employees to feel demotivated, underappreciated and frustrated. Appraisals shouldn’t just be all talk; they should be a continuous process geared towards growth and success. 

Give Regular Feedback Following the Appraisal

Conduct informal meetings or conversations throughout the year, so you can highlight both good and poor performance and review objectives. It’s important for employees to have regular contact with their line manager, and equally it means nothing should come as a surprise at the point of the appraisal meeting.

PERFORMANCE MANAGEMENT WITH CLOVER HR

The specialist team of consultants at Clover HR can provide guidance and support on the best ways to conduct an appraisal. We provide tailored HR solutions such as documentation, recruitment and retained HR support to assist with compliance, employee management and developing strategies. Reach out to our team by filling out our contact form, giving us a call on 0330 175 6601 or emailing us at info@cloverhr.co.uk.